AGENDA REPORT
Meeting Date: June 3, 2025
Item Number:
To: Honorable Mayor & City Council
From: Mandana Motahari, City Architect
Ji Kim, Project Manager
Subject: AMENDMENT NO. 1 TO THE AGREEMENT BETWEEN THE CITY
OF BEVERLY HILLS AND ARCHITECTURAL RESOURCES
GROUP, INC. FOR ARCHITECTURAL SERVICES FOR
RESTROOM IMPROVEMENTS AT WILL ROGERS MEMORIAL
PARK; AND
APPROVAL OF A CHANGE PURCHASE ORDER IN THE
AMOUNT OF $62,310 FOR A TOTAL NOT-TO-EXCEED AMOUNT
OF $150,370
Attachments: 1. Amendment No. 1
RECOMMENDATION
Staff recommends that City Council approve an amendment to the agreement with Architectural Resources Group, Inc. for additional Architectural and Engineering Services for Restroom Building Replacement at Will Rogers Memorial Park and approve a Change Purchase Order of $62,310 for the scope of services to include additional design services plus construction administration. The total compensation for all services under this agreement will now include the original fee of $88,060.00 and the additional amendment amount, bringing the total not-to-exceed amount to $150,370, inclusive of reimbursable expenses.
INTRODUCTION
The existing restroom facility at Will Rogers historic park was constructed in the 1980s.
The structure was not considered a character-defining feature of the park, as confirmed by the landmark assessment. The proposed design was evaluated for appropriateness in a historic site setting and was found to be aligned with the preservation goals for Will Rogers Memorial Park, designated local landmark no. 27, recognized for its historical and cultural significance. As described in the Certificate of Appropriateness dated January 27, 2025, “the updated restroom design integrates seamlessly with the park's BEVERL
HILLS
Meeting Date: June 3, 2025
aesthetic and functional requirements, ensuring that the new structure complements the park's historical landscape without compromising its integrity”.
The Will Rogers Park Restroom Replacement Project scope qualified this project for Community Development Block Grant Programs (CDBG) funding since the proposed improvements will result in the restroom facilities meeting ADA requirements, protecting people with disabilities from discrimination. Furthermore, the project meets the Department of Housing and Urban Development (HUD) National Objective of serving Low-to-Moderate Income Limited Clientele (LMC) because people with disabilities are a presumed eligible LMC group.
DISCUSSION
Architectural Resources Group (ARG) was engaged by the City of Beverly Hills to provide architectural services for the Will Rogers Memorial Park Restroom Replacement Project in December 2023. The original agreement, executed under Contract No. 676- 23, outlined a comprehensive scope of work focused on the complete replacement of the restroom facilities at the park. The initial $88,060 contract included architectural and engineering services plus reimbursable expenses during schematic design, design development, construction documentation and bidding phases.
The project commenced with a detailed site investigation phase, during which ARG conducted an evaluation of the existing restroom structure and surrounding conditions.
This phase included site documentation, code compliance reviews, and coordination with project stakeholders to establish the programmatic requirements for the new facility.
Following this, ARG developed construction documents that incorporated input from the City and adhered to applicable accessibility and building standards, which was subsequently advanced to preparing bid documents and assistance during bidding. To complete bid documents, additional design services were performed beyond the original scope of work, including preparing two separate bid packages (demo package and new building construction documents), traffic signal and street light electrical panel relocation coordination and park water fountain pump equipment relocation coordination.
On February 5, 2025, City Council approved a contract with BBS Construction Inc. for construction of the new restroom facility. To maintain project continuity and ensure that the design intent is accurately executed during construction, it is critical to include construction administration tasks to be performed by the architect and engineers of record. The proposed contract amendment expands the scope of services to include additional design and construction administration, ensuring the successful execution of the restroom replacement project. Additional services involve professional services in attending construction meetings, responding to requests for information (RFIs) during construction, reviewing submittals, conducting site visits, compiling punch lists, and preparing record drawings based on as-built documentation. These services will support the City in achieving a successful completion of the restroom replacement project.
The fee proposal for the additional design and construction administration services is $62,310. Should City Council approve the request to proceed with the Change Purchase Order, the total fee under the original Agreement and Amendment No. 1 is therefore $149,370 for design services and $1,000 for reimbursable expenses for a total not to exceed fee of $150,370.
Meeting Date: June 3, 2025
FISCAL IMPACT
The CDBG portion of the budget is $714,168. CDBG funds can be used to pay eligible design, engineering, construction, and administrative expenditures. To date an amount of $311,323 associated with this program has been reimbursed to the City, and the balance will be available at the end of the fiscal year.
Sufficient funds for this agreement are available in CIP #00315 (Park Facilities Maintenance & Improvements) in the Parks and Recreation Facilities Fund (Fund 160).
No appropriation is requested at this time.
Shana Epstein,
Director of Public Works
Approved By
Attachment 1
1 B0785-0001\3098307v3.doc
AMENDMENT NO. 1 TO THE AGREEMENT BETWEEN THE CITY
OF BEVERLY HILLS AND ARCHITECTURAL RESOURCES
GROUP, INC. FOR ARCHITECTURAL SERVICES FOR
RESTROOM IMPROVEMENTS AT WILL ROGERS MEMORIAL
PARK
NAME OF CONSULTANT: Architectural Resources Group, Inc.
RESPONSIBLE PRINCIPAL John Bechtel, AIA, Project Manager OF CONSULTANT:
CONSULTANT'S ADDRESS: 360 E. 2nd Street, Suite 225
Los Angeles, CA 90012
Attention: John Bechtel, AIA, Project Manager
CONSULTANT’S E.I.N./TAX I.D. NO.: 94-3211192
CITY'S ADDRESS: City of Beverly Hills
345 Foothill Road
Beverly Hills, CA 90210
Attention: Director of Public Works
COMMENCEMENT DATE: December 1, 2023
TERMINATION DATE: November 30, 2024 (original termination date) November 30, 2025 (extended pursuant to Section
2 by letter dated October 30, 2024)
June 30, 2026 (amended by this Amendment No.
1)
CONSIDERATION: Original Agreement:
Professional services not to exceed $87,060.00
Reimbursable expenses not to exceed $1,000.00
Total Not to Exceed $88,060.00 as more
particularly described in Exhibit B
Amendment No. 1:
Not to exceed an additional $62,310.00
Total Not to Exceed: $150,370.00, as more
particularly described in Exhibit B
Docusign Envelope ID: F14D9BEA-9248-4FCE-B2BA-2251BD4BF053 2 B0785-0001\3098307v3.doc
AMENDMENT NO. 1 TO THE AGREEMENT BETWEEN THE CITY
OF BEVERLY HILLS AND ARCHITECTURAL RESOURCES
GROUP, INC. FOR ARCHITECTURAL SERVICES FOR
RESTROOM IMPROVEMENTS AT WILL ROGERS MEMORIAL
PARK
This Amendment No. 1 is to that certain Agreement between the City of Beverly Hills (hereinafter called "CITY") and Architectural Resources Group, Inc. (hereinafter called "CONSULTANT") dated December 18, 2023, and identified as Contract No. 676-23 (“Agreement”).
RECITALS
A. CITY entered into a written agreement with CONSULTANT for architectural design services for the complete replacement of restroom facilities at Will Rogers Memorial Park.
B. CITY and CONSULTANT desire to amend the Agreement to extend the Termination Date, expand the Scope of Work to include additional design and construction administration services, and increase the Consideration to compensate CONSULTANT for the additional services.
NOW, THEREFORE, the parties agree as follows:
Section 1. The TERMINATION DATE is hereby amended as set forth on the cover page.
Section 2. The CONSIDERATION is hereby amended as set forth on the cover page.
Section 3. Exhibit A, “SCOPE OF WORK,” shall be amended and restated as attached hereto and incorporated herein.
Docusign Envelope ID: F14D9BEA-9248-4FCE-B2BA-2251BD4BF053 3 B0785-0001\3098307v3.doc
Section 4. Exhibit B, “SCHEDULE OF PAYMENT AND RATES,” shall be amended and restated as attached hereto and incorporated herein.
Section 5. Except as specifically amended by this Amendment No. 1, the remaining provisions of the Agreement shall remain in full force and effect.
EXECUTED the _____ day of __________________, 20___, at Beverly Hills, California.
CITY OF BEVERLY HILLS
A Municipal Corporation
____________________________
SHARONA R. NAZARIAN, PsyD
Mayor
ATTEST:
______________________(SEAL)
HUMA AHMED
City Clerk
CONSULTANT: Architectural Resources
Group, Inc.
NAOMI MIROGLIO
Chief Executive Officer
DAVID WESSEL
Chief Financial Officer
APPROVED AS TO FORM: APPROVED AS TO CONTENT:
_______________________ ____________________________
LAURENCE S. WIENER NANCY HUNT-COFFEY
City Attorney City Manager
____________________________
SHANA E. EPSTEIN
Director of Public Works
____________________________
MANDANA MOTAHARI
City Architect
[Signatures continue]
Docusign Envelope ID: F14D9BEA-9248-4FCE-B2BA-2251BD4BF053 4 B0785-0001\3098307v3.doc
____________________________
SHARON L’HEUREUX DRESSEL
Risk Manager
____________________________
ANTHONY RODSTEIN
Purchasing Services Manager
Docusign Envelope ID: F14D9BEA-9248-4FCE-B2BA-2251BD4BF053 5 B0785-0001\3098307v3.doc
EXHIBIT B
SCHEDULE OF PAYMENT AND RATES
I. SCOPE OF WORK
Original Agreement:
Under the direction of the City Architect or her designee, CONSULTANT shall provide architectural design services for complete replacement of restroom facilities at Will Rogers Memorial Park, located at 9650 Sunset Boulevard, Beverly Hills, California (“Project”).
CONSULTANT services shall include design and documentation; bidding and contractor selection; and construction administration.
Scope of Work Breakdown
Building Investigation
• One (1) site kick-off meeting with CITY and Project stakeholders • Site evaluation and documentation of existing conditions for the coordination of new work
• Identification and review applicable codes, laws, and regulations Schematic Design
• Schematic design drawings: Plans, Sections, Elevations, and schematic wall sections • Design renderings to show design intent
• Outline specifications
• Selection of the preferred design approach with CITY
• Three (3) design coordination meetings with CITY
• Preparation of 100% Schematic Design package
Construction Documentation
• Preparation of the Cost Estimate before the start of Construction Documents • 50% Progress Construction Documents set over-the-shoulder review • Preparation of permit/construction set and specifications including Plans, Sections, Elevations, Wall Sections and Details
• Incorporation of the Plan Check comments
• Issue completed Construction Documents set for Bid
• Four (4) design coordination/review meetings with CITY • Submittal of the Construction Documents to CITY for plan check • Bid support and contractor selection assistance
Docusign Envelope ID: F14D9BEA-9248-4FCE-B2BA-2251BD4BF053 6 B0785-0001\3098307v3.doc
Assumptions
• A compliant accessible route from the public way to the restroom building currently exists, and the design of a new accessible route is not necessary. • Existing plumbing/waste service can support the increased fixture count. • The new restroom building will be similar in design, function and intent to the existing building.
• The Kaplan Chen Kaplan survey drawings dated September 26, 2023 are complete and accurate.
Exclusions
• Survey of existing site, including underground utilities • Temporary restroom facilities
• Temporary provisions for site and park electrical service and lighting • Temporary provisions for any other utility service affected by the work • Regrading
• CITY agency submissions, reviews, and presentations
Schedule
Design and Documentation – 20 weeks
2 weeks Building Investigation
6 weeks Schematic design and outline specification
2 weeks CITY confirmation of design direction and any adjustments 6 weeks Final construction documents preparation, specifications, and cost estimate 4 weeks Plan Check review
Bidding – 4 weeks
4 weeks Bidding / contractor selection
Amendment No. 1
CONSULTANT shall perform the following additional design and construction administration services based upon a construction schedule of 24 weeks:
Construction Administration Services:
• Attend construction kick-off meeting;
• Prepare responses to Requests for Information (RFI) and review of shop drawings and submittals;
• Attend seven (7) weekly site visits during construction phase; • Attend one (1) punch walk visit and prepare compilation of punch list items; and • Prepare of as-built drawings from contractor’s marked up set of drawings.
Additional Design Services:
▪ Preparation of separate demolition set of plans for Plan Check submittal; Docusign Envelope ID: F14D9BEA-9248-4FCE-B2BA-2251BD4BF053 7 B0785-0001\3098307v3.doc
▪ Initial preparation of design review materials;
▪ Coordination of the relocation of existing CITY signal and streetlight electrical panels and landscape controllers; and
▪ Coordination of fountain improvement set of plans into Plan Check set, including site wall detailing for pipe pass through.
Docusign Envelope ID: F14D9BEA-9248-4FCE-B2BA-2251BD4BF053 8 B0785-0001\3098307v3.doc
EXHIBIT B
SCHEDULE OF PAYMENT AND RATES
CITY shall compensate CONSULTANT for the satisfactory performance of the work described in this Agreement a total amount not to exceed One Hundred Forty-Nine Thousand Three Hundred Seventy Dollars ($149,370.00), including all labor, taxes, and materials.
CITY shall compensate CONSULTANT for reimbursable expenses reasonably incurred in the performance of the Agreement in an amount not to exceed One Thousand Dollars ($1,000.00).
Reimbursable expenses such as reproduction, photography, telephone, travel, and delivery incurred in the performance of services under this Agreement shall be reimbursed at cost with 15% markup.
For additional services outside of the Scope of Work as outlined above, if any, CITY shall compensate CONSULTANT at the rates set forth below. Rates shall increase no more than 5% each year until the Project is completed and by giving CITY at least thirty (30) days prior written notice. In no event shall the rates increase prior to January 1, 2026.
HOURLY BILLING RATES
Principal $260.00 to $325.00/hour
Senior Project Manager $200.00 to $240.00/hour
Project Manager $180.00 to $195.00/hour
Senior Architect $190.00 to $240.00/hour
Architect 3 $180.00 to $200.00/hour
Designer 3 $175.00 to $200.00/hour
Historian/ Planner 3 $175.00 to $200.00/hour
Conservator 3 $175.00 to $200.00/hour
Architect 2 $165.00 to $175.00/hour
Designer 2 $155.00 to $170.00/hour
Historian/ Planner 2 $155.00 to $170.00/hour
Conservator 2 $155.00 to $170.00/hour
Architect 1 $145.00 to $160.00/hour
Designer 1 $145.00 to $150.00/hour
Historian/ Planner 1 $145.00 to $150.00/hour
Conservator 1 $145.00 to $150.00/hour
Intern $100.00 to $140.00/hour
Project Assistant $100.00 to $140.00/hour
In no event shall this Agreement total exceed One Hundred Fifty Thousand Three Hundred Seventy Dollars ($150,370.00).
Docusign Envelope ID: F14D9BEA-9248-4FCE-B2BA-2251BD4BF053 9 B0785-0001\3098307v3.doc
CONSULTANT shall submit to CITY a detailed invoice, on a monthly basis or less frequently, for the services performed pursuant to this Agreement. Each invoice shall itemize the services rendered during the billing period and the amount due. Within 30 days of receipt of each invoice, CITY shall pay all undisputed amounts included on the invoice. CITY shall pay CONSULTANT said Consideration in accordance with the schedule of payment set forth in this Exhibit.
Docusign Envelope ID: F14D9BEA-9248-4FCE-B2BA-2251BD4BF053 Certificate Of Completion
Envelope Id: F14D9BEA-9248-4FCE-B2BA-2251BD4BF053 Status: Sent Subject: Complete with Docusign: Architectural Resources Group, Inc. (676-23) Amendment No. 1 Source Envelope:
Document Pages: 9 Signatures: 7 Envelope Originator:
Certificate Pages: 3 Initials: 0 Erin Justus
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Time Zone: (UTC-08:00) Pacific Time (US & Canada)
455 N. Rexford Drive
Beverly Hills, CA 90210
[email protected]
IP Address: 198.245.189.169
Record Tracking
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5/21/2025 2:29:31 PM
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[email protected]
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David Wessel
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Principal
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Anthony Rodstein
[email protected]
Purchasing Services Manager
City of Beverly Hills (Finance Department)
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Sharon L'Heureux Dressel
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Risk Manager
Sharon Dressel
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Mandana Motahari
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Shana E. Epstein
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Director of Public Works
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Anthony Rodstein
[email protected]
Purchasing Services Manager
City of Beverly Hills (Finance Department)
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Nancy Hunt-Coffey
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